Uphance allows you to manage your customer invoices for the sales orders that you have received. Uphance also provides multiple invoice strategies for you and your customers with multiple payment terms whether a single invoice, multiple invoices with a down payment, invoices with partial shipments or even invoices for products provided on consignment with an expectation of a return.
This page will guide you through the various invoicing options present in Uphance, how to customize you invoices.
For information on exporting invoices to your accounting software please see our guide to integrating with Xero.
When you confirm a sale you will be presented with a choice of invoice method. You should decide which invoicing method makes most sense for your business (or for the particular customer). You will not be able to change it later without deleting existing invoices before changing invoicing method.
Note: See our Payment Terms Knowledge Article for more information on managing payment terms for your customers. Payment Terms is now a required field. Orders created prior to the Payment Terms becoming a required field may receive an "error code 500" message when creating invoices.
Single Invoice Method
Choosing SINGLE INVOICE will let you create a single invoice for the entire contents of the order.
Deposit and Balance Method
Choosing DEPOSIT AND BALANCE will start a two-part invoice workflow:
- First a (VAT) invoice will automatically be created for the deposit. The goods value will be adjusted down to the percentage you specify.
- Later you will create a second invoice for the balance (usually before shipping the goods). Any early settlement discount will be applied to both invoices.
Shipping costs are not included on the deposit invoice (but will be included on the balance invoice) and there is no way to accept a deposit on shipping costs.
Be sure to specify the Deposit percentage (the amount you want the customer to pay in advance of shipment) in the field noted below in Figure 2.
If you select DEPOSIT_AND_BALANCE, you will see THE "Create Deposit Invoice" button in the center, top portion of the screen as shown in Figure 3.
If you click on "Create Deposit Invoice" as shown in Figure 3, you will then see an outstanding balance for that customer based on the percentage specified for their Sales Order with a "Next Payment Due" date as shown in Figure 4.
In addition, you will see a Deposit Invoice with the amount of the order displayed minus the deposit amount.
In the top right of your screen, the "Create" drop down menu will now have a menu option for "Create Invoice for Balance" as shown in Figure 6:
If you select "Create invoice for balance", you will get an invoice for the remaining amount as show in Figure 7. The Balance Invoice will also include any Shipping cost as where the initial Deposit invoice did not have Shipping cost since the Deposit is required before shipment.
Choosing SHIPMENTS will allow you to create an invoice for each shipment you create. The invoice will cover only the goods in the related shipment.
As you create your Pick Tickets, you'll notice the Status bars will show nothing paid/invoiced and nothing shipped.
As you create Shipments, you will see the "Create Invoice" link at the bottom of your Shipment in the top, right corner:
If you have multiple shipments for different amounts, you would create invoice for each shipment. After you Create the Invoice, you will see the invoice number associated with the Shipment directly below the shipment. This method is different from the other two methods described in that you do not have to actually "Ship" before creating the invoice.
Choose CONSIGNMENT for consignment sales (also known as "sale or return"). After shipping the entire order, you will be able to create invoices for arbitrary quantities as they are sold to the consignee. For our Uphance customers who subscribe to the Enterprise Plan and use multi warehousing, you can also take advantage of our customer-specific Consignment Warehouses. See our Consignment Orders & Inventory Knowledge Article
Choose this method if you plan to invoice from your Shopify rather than Uphance. If you select Shopify, you will be prompted whether to create the single invoice now or later:
Uphance will then create an Inventory and Payment as shown in the top right corner of the screen:
Uphance will not track these items to closure. You will manage those within your Shopify.
Also, for any Shopify orders you brought over through the "Pull" seeding method, those will show up with Shopify Invoice method as well. See "Bulk Updates for Shopify" syncs for more information.
Viewing and editing invoices
If you click an invoice number within Uphance, you'll be taken to the relevant sale workflow page, with the invoice displayed in the lower section:
You can edit invoice details by clicking the edit icon (pencil) in the upper right of the invoice. To maintain consistency, the product/quantity content of an invoice cannot be changed after creation. The aspects that can, however, be updated are:
- Due date
- Shipping/freight costs
- Invoice number
- Extra notes to show on the invoice PDF
You can edit these invoice details by clicking the edit icon in the upper right corner of the invoice (Figure 12). The Edit Invoice screen is shown below in Figure 13.
Payment Terms & Due Dates
The Due Date field (Figure 13) for Invoices is automatically calculated based on what is set as the default under Settings>Invoices in Payment Terms section. The Payment Terms defined within the customer profiles calculates due dates for the Invoice PDFs and are displayed on the paperwork.
You may edit your invoice manually to modify an invoice due date or Payment Term as needed. If you specify a Payment Term, you can override the Due Date manually by Editing the Invoice. However, if you change the Payment terms on the Invoice, the due date field will reset your manual update.
As an example, if you set your Payment Term to Net 30. Your Due Date on an Invoice created on July 5 will set the Due Date automatically to August 4. If you edit the Invoice and manually override that due date setting it to December 31, that revised due date will remain despite the Payment Terms being set to Net 30. However, if you change your Payment Term from Net 30 to Net 60 (or anything else), your manual due date of December 31 will be reset to September 3 (or whatever payment term you selected).
See the Payment Terms Knowledge Article for additional information on Due Dates as well as information on customizing and managing Payment Terms.
To create a Commercial Invoice, navigate to your Pick Ticket/Shipment, select "Commercial Invoice" from the drop down menu on the top right corner (Figure 14). Commercial Invoices are used for International shipments and include Material Composition, Tariff Codes, Mid-Codes, Intrastate Codes and/or Country of Origin if defined within your Products' Variation tab (Figure 15).
Zero cost Invoices
Uphance allows you to create zero cost invoices or line items for gifts for when coupons are applied on manual or eCommerce store Sales Orders.